Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Legitimation by Subsequent Marriage of Parents
Legitimation is a process where a child born out of wedlock is considered legitimate by fiction of law due to the subsequent valid marriage of the child’s biological parents, who at the time of the conception of the child do not have any legal impediment to marry each other.
Marginal annotation on the Certificate of Live Birth or Report of Birth of a child is effected after the submission of the requisite documents for legitimation. The filing and acceptance of the application for the copy issuance of the annotated birth document is at the PSA Civil Registry System Outlet (PSA CRS Outlet) in East Avenue, Quezon City and the processing of the request is being done by the Civil Register Management Division under the Civil Registration Service.
9. Registered Affidavit of Acknowledgment (AA), Affidavit of Admission of Paternity (AAP), Private Handwritten Instrument (PHI) or any proof of recognition made by the father in favor of the child, in case:
a. the child was born before the effectivity of the Family Code of the Philippines, or
b. the AOL was executed solely by the mother.
8. Registered Affidavit of Acknowledgment (AA), Affidavit of Admission of Paternity (AAP), Private Handwritten Instrument (PHI) or any proof of recognition made by the father in favor of the child, in case:
a. the child was born before the effectivity of the Family Code of the Philippines, or
b. the AOL was executed solely by the mother.
The regular annotation requests for legitimation are received through:
1. Receipt and control of documents.
1.1. Check the document/parcel vs. transmittal.
1.1.1.If the document / parcel is not among the list in the transmittal, inform the Central Outlet / LCRCU.
1.1.2.If the document/s are among the list in the transmittal, proceed to 2.
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
Registration Officer III
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
7 th Floor CRS Building
Unisys Associate and COSW,
Document Receipt and Control Unit (DRCU) and Document Processing Unit (DPU)
3 rd Floor CRS Building
Registration Officer III
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
7 th Floor CRS Building
3. Create VEI Record
3.1. Search VEI record, if positive proceed to step 4.
3.2. If Negative, create VEI record
1 hour per batch of 30 documents
1 hour per batch of 29 documents
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
Registration Officer III
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
7 th Floor CRS Building
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
Registration Officer III
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
7 th Floor CRS Building
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
Registration Officer III
Document Receipt and Control Unit (DRCU)
3 rd Floor CRS Building
7 th Floor CRS Building
6. Receipt and Control of documents from DRCU.
6.1. Check the transmitted documents vs. transmittal.
6.1.1.If the document is not among the list in the transmittal, return to DRCU.
6.1.2.If the document is among the list in the transmittal, proceed to 5.
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
8. Match AFs with its supporting documents.
8.1. If document has no AF, return to DRCU for encoding.
Legal Instruments Unit, CRMD,
8 th Floor CRS Building, Quezon City
9. Verify the specimen signature of the authorized LCRO signatory in the database.
9.1. If documents passed specimen signature verification, stamp “Verified by” and date of verification and affix initial/signature on each page of the documents.
9.2. If document did not pass verification, attach the blue stub, and indicate the feedback
Specimen Signature Verifier,
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
10. Conduct detailed screening and attach evaluation form to the supporting documents.
10.1.Check completeness and consistency of documents.
10.2.Conduct of CRD/CDLI Search verification.
10.3.If no issue or problem is found during screening, route the AFs with the pertinent documents to Annotation Unit
10.4.If the affected CRD contained blurred/unreadable entries, route to Microfilm Archives (refer to page 7 of microfilm process) or to BMD Archives (refer to page 9 of BMD archives)
10.5.If an issue or problem is found during screening, indicate the finding in the evaluation form and prepare feedback
10.6.If the document is found annotated for Legitimation, logged out as “positive”.
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
11. Conduct CENOMAR Verification
11.1.If passed, stamp “Parents with No Legal Impediment” and route to Annotation Archives/Unit.
11.2.If failed, stamp “Parents with Legal Impediment” and prepare feedback
11.3.If passed but with incomplete requirements, prepare feedback
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
13. Attaching of feedback form to documents.
13.1.Preparation of transmittal.
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
Legal Instruments Unit,
8 th Floor CRS Building
15. Sending of Status of processed documents to the concerned LCRO
15.1.Approved and Annotated CRDs
15.2.Documents with Feedback
Administrative Aide VI and COSW
CRS Building, Quezon City
Legal Instruments Unit, CRMD,
CRS Building, Quezon City
CRS Building, Quezon City
16. Receipt and control of application forms (AFs) and supporting documents from Legal Instruments Unit
16.1.Check the AFs of transmitted documents vs. list of documents in the transmittal.
16.1.1.If the AF is not among the list in the transmittal, return to Legal Instruments Unit
16.1.2.If the AF is among the list in the transmittal, proceed to the next step.
16.2.Scan “In” the AFs through the Uncon/MV Processing.
16.3.Forward the documents to the Team Lead for distribution to the Annotators.
Annotation Unit, CRMD, CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
CRS Building, Quezon City
18. Annotation of COLB in the CRS database
18.1.Countercheck the completeness of the requirements and consistency of entries versus the data in the image/record in CRS database.
18.1.1.If the record passed verification, annotate the image in the CRS database.
18.1.2.If the record does not pass the verification, issue feedback.
18.1.3.If the document is already found annotated for legitimation, return to Legal Instruments Unit for logging out in the system.
Annotation Unit, CRMD, CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
CRS Building, Quezon City
19. Approval of Annotation
19.1.Review the completeness of the requirements and consistencies of entries of the supporting documents as well as the annotation.
19.1.1.If passed, approve the annotation in the Electronic Annotation System (EAS)
19.1.2.If failed, disapprove the annotation, and prepare feedback
Note: Once the document has been approved, copy issuance is available in all CRS Outlets.
Annotation Unit, CRMD, CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
Annotation Unit, CRMD, CRS Building, Quezon City
CRS Building, Quezon City
· Negative Record in the PSA database or for clear copy
| Unit/Archives | Coverage | Remarks |
| Document Processing Unit- | Current Year (ex. 2023) | Refer to Page 9 for the detailed process |
| Birth/Death/Marriage Archives | Past 2 Year (2021-2022) | Refer to Page 9 for the detailed process |
| Microfilm Unit | 1945-1994 | Refer to Page 7 for the detailed process |
| Central Archives | 1945-2022 | Refer to Page 10 for the detailed process |
· For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for Bren-linking/unlinking on the detailed process.
| Attachment | Size |
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| Issuance of Regular Annotation Requests: Copy Issuance of Birth Document Effecting Legitimation by Subsequent Marriage. | 204.37 KB |